Warranty Claims Coordinator

ON.energy is building the backbone of energy and AI infrastructure powering grid-safe data centers and mission-critical facilities. The company supplies and operates hyperscale power systems that solve the toughest resilience challenges, delivering custom solutions for AI data centers, mission-critical facilities, and front-of-the-meter assets. ON recently announced a 5GW partnership, with 3GW currently under construction across multiple hyperscale data center campuses. With patented technology and proprietary software, ON.energy develops projects worldwide that set new benchmarks for resilience. Warranty Claims Coordinator Department: Operations Location: Houston, TX (Office-Based) Reports To: Operations Manager Employment Type: Full-Time, Exempt Position Overview The Warranty Claims Coordinator is responsible for managing the end-to-end warranty claims process for ON.energy's data center projects across Texas. This role serves as the primary liaison between field teams, vendors, and contractors, ensuring warranty claims are accurately documented, processed efficiently, and resolved with minimal impact to operations. Key Responsibilities Warranty Claims Management Prepare, submit, and track warranty claims for equipment vendors and contractors supporting active data center projects. Maintain a comprehensive warranty claims register, including claim status, submission dates, vendor acknowledgments, and resolution timelines. Proactively monitor open claims and maintain regular communication with vendors to ensure timely resolution. Escalate delayed or disputed claims through appropriate internal and external channels. RMA & Returns Coordination Initiate and manage Return Merchandise Authorization (RMA) processes for defective or under-warranty equipment. Coordinate packaging, documentation, and shipment of returned components. Verify vendor receipt of returned items and confirm replacement shipments or credits are issued. Replacement Parts & Logistics Coordinate delivery of vendor-supplied replacement parts to regional warehouses supporting Texas data center sites. Partner with the Spares & Logistics Coordinator to ensure replacement parts align with maintenance schedules and project timelines. Track shipment status and communicate delivery updates to internal stakeholders. Vendor Communication & Relationship Management Serve as the primary internal point of contact for vendors regarding open warranty claims. Build and maintain professional relationships with supplier representatives while ensuring compliance with contractual warranty obligations. Document all vendor communications and claim activity within the claims tracking system. Reporting & Analysis Prepare regular reports on open and closed warranty claims, including aging reports and resolution metrics. Track warranty-related costs, including replacement parts, credits received, and outstanding claim values. Provide data and insights to support vendor performance reviews, contract evaluations, and O&M budget planning. Required Qualifications 3+ years of experience in warranty administration, supply chain coordination, or a similar operations role, preferably within the energy, utilities, industrial equipment, or critical infrastructure industries. Proven ability to manage multiple concurrent claims with exceptional organization and attention to detail. Strong written and verbal communication skills with the ability to work effectively with vendors and internal stakeholders. Proficiency with Microsoft Office, including Excel, Outlook, and Word. Experience using ERP systems, CMMS platforms, or warranty tracking software is preferred. Ability to read and interpret purchase orders, warranty terms, and equipment documentation. Preferred Qualifications Experience supporting data centers, power systems, UPS equipment, battery energy storage systems (BESS), or other critical infrastructure. Familiarity with RMA processes and logistics coordination in a field service or operati…